Community Operations Coordinator

Job Description

<strong>About Astrolabs</strong><p><br></p>AstroLabs is committed to developing the tech ecosystem of the MENA region and is leading the charge in this effort. We enable the international expansion of organizations in the UAE and KSA, operate co-working spaces in Dubai and Riyadh, head the region’s leading innovation-driven Community, run one of the highest-rated digital skills Academies in the region, provide Talent and recruitment services, and deliver amazing programs for entrepreneurs, government and corporate partners.<p><br></p><strong>Job Description</strong><p><br></p>AstroLabs Coworking &amp; Licensing Dubai has launched over 800 tech-enabled ventures in the UAE in partnership with the leading freezone DMCC, and supported hundreds more with soft-landing and Community. We have two 24/7 coworking spaces in JLT that are the home to an unrivaled tech and innovation-driven entrepreneurial community.<p><br></p>We are the springboard for their growth and development in the region, acting more as an enabler of growth than a coworking space and business setup partner. Join us to help over 350 active members kickstart their local operations, build and refine their products, grow their teams, upskill in different areas, and scale in the region.<p><br></p>We are Ambitious, we take Ownership, and are committed to Excellence. If you are a high performing, driven individual that loves working with high growth startups or have founder experience, then read on – we would love for you to join our dynamic team!<p><br></p><strong>Responsibilities</strong><p><br></p><strong>Front of House</strong><p><br></p><ul><li>Manage reception operations, running the front desk and ensuring all members, guests and leads are greeted warmly and professionally.</li><li>Deliver tours of the spaces.</li><li>Assist clients with inquiries (phone calls, emails, online chat and walk-ins), deliveries, appointments, and requests – making the appropriate escalations and connections within AstroLabs teams.</li><li>Capture leads from calls, chat and walk-ins and record them in our CRM.</li><li>Receive, distribute, and manage mail/courier.</li><li>Prepare and maintain records, office and filing systems; organize and manage documents; ensure all key documentation is accessible and up to date.</li><li>Provide administrative support to the AstroLabs team.</li><li>Deliver world-class customer service at all times.</li></ul><p><br></p><strong>Space Operations</strong><p><br></p><ul><li>Maintain an exemplary facility, ensure that the space and its resources are always operational, fully functional, and maintained at a high standard.</li><li>Liaise with service providers for maintenance works, cleaning, security, tech support, etc.</li><li>Seek continuous improvement of the space and its resources in terms of functionality, aesthetics, and fulfillment of member’s requirements.</li><li>Conduct routine checks of the space, resolve all issues or escalate them accordingly within 24h, and maintain a concern log to track issues and their resolution.</li><li>Inventory management of all physical resources and assets.</li><li>Develop a network of trustworthy suppliers, providers and partners to ensure our space is always well serviced and catered.</li><li>Purchase and supply management for the office, pantry, events, etc.</li><li>Coordinate cleaning and support staff and partners to ensure optimal standards of cleanliness, hygiene and safety at all times.</li><li>Provide tech, systems and space support to our members.</li><li>Implement office operations and procedures to guarantee efficient functioning of the space and people within it.</li><li>Handle the scheduling of team members and partners to ensure the space is properly staffed and serviced at all times.</li><li>Ensure adherence to government, safety and security regulations (firefighting, first aid, signage, etc.) and that all permits and licenses are up to date.</li></ul><p><br></p><strong>Community Operations</strong><p><br></p><ul><li>Deliver the technical onboarding of our Community members: access to systems, sharing of guidelines and processes, etc. </li><li>Conduct a continuous analysis of our members’ space usage and trends to monitor capacity.</li><li>Collect, organize, and analyze data to identify problems and possible solutions, inform business decisions, and create reports for the management.</li><li>Assist in planning and executing Community events and initiatives.</li></ul>